coordination & support action (csa) full application · call for proposals1: maximising the...

Guide for Applicants

Coordination & Support Action (CSA)

Full Application

December 2014

Call for Proposals: Maximising the impact of EDCTP research: translation of research results into policy and practice ........ 3 Applying to Call for Proposals: Full Application .................... 6

General ................................................................................................................. 6 Registering in EDCTPgrants ...................................................................................... 6 EDCTPgrants home page ......................................................................................... 6 Starting your online application ................................................................................ 7

Instructions on filling out the online form ........................... 9 1 Summary information about the proposal ................................................................ 9

1.1 Title ............................................................................................................ 9 1.2 Acronym ...................................................................................................... 9 1.3 Abstract ....................................................................................................... 9 1.4 Keywords ..................................................................................................... 9 1.5 Proposed start date ....................................................................................... 9 1.6 Duration ...................................................................................................... 9

2 Excellence .......................................................................................................... 9 2.1 Research proposal ......................................................................................... 9 2.2 References .................................................................................................. 10

3 Impact .............................................................................................................. 10 3.1 Expected Impact .......................................................................................... 10 3.2 Data Management and ownership ................................................................... 10 3.3 Results and dissemination ............................................................................. 10 3.4 Previous EDCTP-funded activity ..................................................................... 11

4 Implementation .................................................................................................. 11 4.1 Participants ................................................................................................. 11

4.1.1 Coordinator ........................................................................................... 11 4.1.2 Additional CV information ........................................................................ 12 4.1.3 Legal status of organisation ..................................................................... 12 4.1.4 Other Participants .................................................................................. 12

4.2 Workplan .................................................................................................... 13 4.3 Work packages ............................................................................................ 13

4.3.1 Work packages ...................................................................................... 14 4.3.2 Milestones ............................................................................................ 14 4.3.3 Deliverables .......................................................................................... 14

4.4 Consortium and Risk Management .................................................................. 15 4.4.1 Management structure and procedures ..................................................... 15 4.4.2 Organogram .......................................................................................... 15 4.4.3 Consortium as a whole ........................................................................... 15

4.5 Participant Budget ........................................................................................ 16 4.5.1 Annual Budget ....................................................................................... 16 4.5.2 Budget Justification ................................................................................ 16

5 Supporting Information and Related Applications .................................................... 17 5.1 Is this or a related application currently being submitted elsewhere? .................. 17 5.2 Has this, or a similar, application been submitted to EDCTP in the past two years? 17

6 Environmental and social impacts ......................................................................... 17 7 Declaration ........................................................................................................ 17 8 Validation and submission process ........................................................................ 18 9 Nomination and Exclusion of Reviewers .................................................................. 19

Contact information ........................................................... 20 Personal data protection ................................................... 20

Document Number: 85432 Version: 1

Call for Proposals1: Maximising the impact of EDCTP research: translation of research results into policy and practice Type of Action Coordination & Support Actions (CSA) Indicative Call Budget 3 million EUR Funding threshold: 500,000 EUR per application Expected number of grants 8-10 Open for full applications 17 December 2014 Deadline for full applications 16 March 2015, 17:00 (CET); 16:00 (GMT) Status Open Background Failure to translate research findings into policy and practice prevents research from achieving maximum public health benefit. Despite substantial investment in clinical research in HIV/AIDS, tuberculosis and malaria, the exploitation and use of research results beyond academia is often limited. Limited opportunities for engagement between researchers and policy-makers, lack of experience in exploiting research results beyond academia, and structural and cultural differences between research and policy-making are some of the barriers to an efficient uptake of research results. Health managers and policy makers can also face challenges in dealing with a large volume of research evidence and difficulties in adapting evidence from systematic reviews to make it locally relevant. Scope The purpose of this Call for Proposals is to accelerate translation of research findings from EDCTP-funded activities into policy and practice in order to maximise their public health impact in sub-Saharan Africa. Applications must be based on research findings from previously EDCTP-funded activities. Applications from multidisciplinary consortia are particularly encouraged. Proposals should focus on the translation and uptake of research findings from the former EDCTP-funded research activity into policy guidelines and defined changes in health systems or clinical practice, including advancing public health interventions; developing methodological tools for the successful translation into public health programmes or practices; or optimising strategies for widespread adoption and institutionalisation of research results within the public health systems. Examples of relevant activities include but are not limited to guidelines, development initiatives, roll-out of new interventions, and contributions to changes in policy and practice. Proposals could also include the evaluation of translational research activities. Applications should clearly define the activities and mechanisms to be used within the project, including details of any collaboration with public authorities, international organisations or commercial partnerships that will be established in order to achieve the expected impact. Dissemination activities, which constitute an integral component of the original research proposal, such as scientific publications, and feedback to trial participants and community advisory boards, are outside the scope of this call. EDCTP considers that proposals for activities of between 24 and 36 months duration would allow this specific challenge to be addressed appropriately. Nonetheless, this does not preclude submission and selection of proposals for activities of a different duration. Expected impact Activities funded under this Call for Proposals should contribute towards the formulation and adoption of national and international guidelines and policies as well as contribute to evidence-based policies within the public health systems in sub-Saharan Africa. Eligibility 1 Grant awarding by EDCTP will depend on the successful conclusion of a delegation agreement between the European Commission and the EDCTP Association for implementation of the EDCTP2 programme.


Researchers from at least one legal entity can apply. The requested EDCTP contribution per activity shall not exceed 500,000 EUR. Submission and evaluation procedure This is a single-stage application procedure. A full proposal must be submitted via EDCTPgrants by 16 March 2015 at 17:00 CET (16:00 GMT). The evaluation results will be available by 1 June 2015. Evaluation criteria, scoring and thresholds This call follows a single-stage application procedure. Following an admissibility and eligibility check, full proposals are evaluated by external, independent experts. Proposals are evaluated according to the criteria Excellence, Impact and Implementation. Each criterion is scored between 0 and 5. The threshold for individual criteria is 3 and the overall threshold for the sum of the three individual scores is 10. Applicants have the opportunity to submit a written response to the expert reviewers’ comments prior to an expert review committee meeting convened by EDCTP to finalise the funding recommendations. The following aspects are considered under the evaluation criteria: 1. Excellence

• Fit with the scope and objectives of EDCTP2 and the call topic description • Importance, relevance and clarity of the objectives • Credibility of the proposed approach • Clarity, pertinence and importance of the strategic vision. • Soundness of the concept. • Quality of the proposed coordination and/or support measures.

2. Impact

• Contribution towards the expected impacts listed for the call • Likelihood to result in major advances for the field • Effectiveness of the proposed measures to exploit and disseminate the project results • Sustainability of capacity beyond the end of the grant, where relevant. • Contribution to networking, where relevant.

3. Quality and efficiency of the implementation

• Coherence and effectiveness of the proposed work, including appropriateness of the allocation of tasks and resources

• Feasibility and appropriateness of the methods and project management to achieve the objectives within the timeframe of the grant

• Appropriateness of the management structures and procedures, including risk and innovation management, and how responsibilities for research data quality and sharing, and security will be met

• Compliance with national and international standards of research, Good Clinical Practice, ethics and safety related issues

• Complementarity of the participants within the consortium and gender balance among consortium members (when relevant)

• Participants have the operational capacity, to carry out the proposed work, based on the competence and experience of the individual participant(s)

Financial provisions The indicative call budget is 3 million EUR. The total requested EDCTP contribution (direct + indirect costs) shall not exceed 500,000 EUR per project. Indirect costs of 25% are applicable. There is no co-funding requirement: EDCTP shall fund 100% of eligible project costs.


EDCTP considers that proposals of between 24 and 36 months duration would allow this specific challenge to be addressed appropriately. Nonetheless, this does not preclude submission and selection of proposals of a different duration. Grant agreement A grant agreement with EDCTP (general EDCTP2 mono- or multi-beneficiary grant agreement) should be signed within three months of receipt of the conditional award letter. In the case of projects involving multiple beneficiaries, all participants in the project must sign a consortium agreement prior to the conclusion of the EDCTP2 grant agreement. Application process

• The application must be submitted online via EDCTPgrants • Only registered users of EDCTPgrants system can apply for grants and therefore you are

advised to register on the system as soon as possible • Please ensure that you read the call text and guidance notes embedded in the online

application carefully before submitting an application Further information For questions related to this call for proposals, please contact:

• Ms Hager Bassyouni at [email protected] For questions and issues about EDCTPgrants and the online application submission please contact EDCTP via [email protected] or +31 (0) 70 344 08 80.


Applying to Call for Proposals: Full Application

General Please ensure that you read the call text carefully prior to submission of your application and make sure that you have provided all necessary information. Incomplete applications may not be accepted. Applications should be submitted via EDCTPgrants (www.edctpgrants.org) by 16:00 GMT (17:00 CET) on the deadline indicated in the call text. EDCTPgrants will not allow submission of an application after the specified deadline and so you are advised to submit your application as early as possible to avoid any last minute technical problems.

Registering in EDCTPgrants Before starting the online application, you need to register in EDCTPgrants. Please click ‘Register’ and follow the on-screen instructions to complete the registration process. You may find the following notes useful:

• You will use the email address you register with to identify yourself to the system when logging in

• The system will use this email address for all correspondence, so it is a good idea to choose an address you use regularly

• When you register, an email will be sent to you to allow you to confirm the registration and log in for the first time

• Do not worry if you move to a new email address in the future – you can change your registered EDCTPgrants email address if you need to

• If you are an EDCTP grant holder or if you have previously contributed to an application or review, your email address may already be registered in EDCTPgrants. The system will detect this automatically and will invite you to log in without needing to re-register.

• The system allows you to store the answers to security questions to assist the secure retrieval of your password if you ever forget it

• Please add the [email protected] email address to your contacts to ensure receipt of emails from EDCTPgrants in order to avoid the email ending up in your spam/junk folder.

If you forget your password, you can click the ‘Forgotten Password?’ link on the Registration and Login Page, and ask for a replacement password to be sent to you by email. This replacement password gives temporary access to the system, during which time you will be asked to provide a new, permanent password.

Persistent use of an incorrect password will lock your account; this is to protect you from attempts by a third party to access your data. If this happens you can request a new password via the ‘Forgotten password’ function. For more information on using the system, please see the System help guide on the registration page.

EDCTPgrants home page On completion of your registration, you will be directed to your personal ‘Home’ page. The home page is your starting point to create applications, or to update your details, including your professional and academic CV. It is also where you, as a grant holder, can manage your grants, and as reviewer can participate in the review process. Before starting your application, you should ensure that you have completed the CV details in your home page as this information is used to automatically populate sections of the application form.


Use the menu on the left of the page to navigate through different functions on the system. See below:

To apply for open calls, follow the instructions under ‘New Grant Application’. You will be directed to the Current Grant Opportunities page that lists the EDCTP calls that are open for applications. Click the ‘More info’ link to get further information on the call you are interested in. Click ‘Apply’ when ready to start the application process.

Starting your online application When completing the online application you can click ‘Next’ to go to the next section of the application form (available at the top and bottom of the screen) or, go directly to another section by clicking on the link to the required section using the menu on the left hand side of the page. See below:


The online application can be completed over time. To save your application for completion at a later point in time, click ‘Save and Close’. EDCTPgrants has an autosave function but you should always click ‘Save and Close’ prior to logging out.

This icon provides a notes field to assist you in tracking your progress in completing the form. Click on the icon to add your comments or reminders in each section of the form.

This icon contains instructions specific to each question in the application.

This icon indicates a mandatory field. The field has to be completed prior to submission of the application form. To view a summary of your application details and to view or print a pdf copy of your application for your personal records, please use the ‘Details…’ link on the top left of the screen. See below:

Before allowing submission of your application, EDCTPgrants will carry out a validation check. This is to ensure completeness of each section and field in the application form. The validation check does not constitute the formal admissibility and eligibility check and cannot ensure that the contents of uploaded files correspond to the requirements of the call. You cannot submit the application until the validation check has been completed successfully. Upon submission of your application to EDCTPgrants, a confirmation email will be sent to the email address specified in your profile. Please add the [email protected] email address to your contacts to ensure receipt of emails from EDCTPgrants in order to avoid the email ending up in your spam/junk folder. Alternatively, please check your spam/junk folder in case you do not receive the confirmation email. Once the application has been submitted, you will not be able to retrieve and edit the application. If you notice an error in your submitted application, it is possible to change this before the application deadline. Please note that it is not possible to make changes to a submitted application after the application deadline has passed. For changes before the deadline, please email [email protected] or submit a new application via EDCTPgrants. The new application must be submitted by the deadline. In the case where an applicant submits more than one application, only the latest version of the submitted application that is received before the deadline will be processed by EDCTP. The earlier, submitted versions of the application will be discarded.


Instructions on filling out the online form

1 Summary information about the proposal

1.1 Title Please insert the title (maximum 150 words). The title should reflect the content of the proposal.

1.2 Acronym Please add an acronym or abbreviation to identify your proposal. .

1.3 Abstract The abstract should be a short summary (400 words maximum) to explain clearly:

• The objectives of the proposal • How they will be achieved • Their relevance to the call topic

Do not include any confidential information. Use plain typed text, avoiding formulae and other special characters.

1.4 Keywords Select a maximum of five keywords relevant to the scope of your proposal. By clicking on the + symbol, an expanded list of keywords applicable to the EDCTP remit will appear. Please choose keywords which describe the scope of your proposal. Other keywords relevant to your proposal can be added using the “Add Other Keyword” link. The total number of keywords should not exceed five.

1.5 Proposed start date Please indicate your preferred start date for the project, if selected. The actual start date may be later than this date and will depend on when the grant agreement is signed. The start date cannot be earlier than 1 September 2015.

1.6 Duration What is the requested duration (in months) of this proposal? EDCTP considers that proposals of between 24 and 36 months duration would allow this specific challenge to be addressed appropriately.

2 Excellence

2.1 Research proposal Provide a description (maximum 2500 words) of the proposed research (clinical trial(s), other research studies/sub-studies), as well as details of proposed capacity development and networking activities. Please ensure that the summary includes information on the following:

• Fit with the scope and objectives of EDCTP2 and the call topic description • Importance, relevance and clarity of the objectives • Credibility of the proposed approach, including deliverables, milestones and timeline • Clarity, pertinence and importance of the strategic vision • Soundness of the concept • Quality of the proposed coordination and/or support measures.

Please note: Citation of relevant literature should be included in your proposal but the list of references cited should be given in the subsequent section.


2.2 References Provide a list of any references (maximum 50) cited in the proposal. References should be listed in Vancouver style: Journal articles: Author Surname Initials. Title of article. Title of journal, abbreviated. Date of Publication: Volume Number (Issue Number): Page Numbers and the DOI reference provided, where available. The Digital Object Identifier (DOI) is the unique alphanumeric code assigned to a publication by the publisher. Example: Oscar W, Arrami N. Choosing wind energy. Renew Sust Energ Rev. 2008:456 (22): 398-400. doi:11.1106/j.rser.2008.05.003 Books: Author Surname Initials. Title: subtitle. Edition (if not the first). Place of publication: Publisher; Year. Example: Cook GC and Zumla AI. Manson’s Tropical Diseases. 22nd Edition. Oxford: Elsevier Ltd; 2009.

3 Impact

3.1 Expected Impact Give details (maximum 800 words) of the expected impact, including:

• Likelihood to result in major advances for the field • Effectiveness of the proposed measures to exploit and disseminate the project results

And how the proposal will:- • Accelerate the translation of research findings from EDCTP projects into policy and

practice in order to maximise their public health impact in sub-Saharan Africa. • Contribute to the formulation and adoption of national and international guidelines and

policies, as well as contribute to evidence-based policies and practices within the public health systems in sub-Saharan Africa

• Sustain capacity after the end date of the grant • Contribute to networking

3.2 Data Management and ownership Details should be provided on how the project plans to store, manage and share the data and knowledge that will be generated by this project. The following should be covered:

• The nature of the data that will be generated/collected and how it will be curated and preserved

• The value of the data to other researchers and to potential users in a range of sectors (e.g. health, commercial, social, environment, governmental, policy) and potential relevance to policy making, setting standards, skills and educational training

• How the data will be exploited and/or shared/made accessible for verification and re-use

• Details of the data ownership, any limits to the data sharing, for example to protect study participants or intellectual property, must be provided

3.3 Results and dissemination Give an overview of the communication measures for promoting the project and of how the anticipated results from this project will be taken forward during and after the project to achieve maximum impact. The following should be taken into consideration:

• Generalisability of the results beyond this project • Plans to publish the findings in open access journals • Potential users/target audience of the results and how the communications will be

tailored to the needs of the various audiences, including groups beyond the project’s own community


• Partnerships and linkages that the consortium currently has or plans to develop in order to disseminate the findings and take forward the results

3.4 Previous EDCTP-funded activity Give details of the previously funded EDCTP activity/activities from which the current proposal follows on. Please include the following details:

• EDCTP grant code (e.g. IP.2007.33070.001) • Name of EDCTP Project Coordinator (surname, forenames) • Title of EDCTP grant • Duration of EDCTP grant • Reference to any relevant publication(s) resulting from the previous EDCTP grant and

related to your proposal • Are any of the participants from the previous EDCTP grant involved in this proposal?

Please give details • Please confirm that you have the freedom to operate and that there are no data

protection or intellectual property issues that may prevent you from implementing this proposal

4 Implementation Information under this section pertains to the proposed implementation of the project and includes questions about the following:

• Participants who will carry out the project • The workplan and how the various components (work packages) will be taken forward • The work packages, including details of the main objectives, who is responsible for

leading the work packages and the expected deliverables and milestones per work package

• The consortium, where applicable, and how it will operate and take key decisions during the project

• Critical risks to the implementation of the project and how these will be addressed • The requested budget per participant, including a justification for the requested

resources Please ensure that you complete all the sections under this heading.

4.1 Participants The Participants2 are the applicants and their respective organisations (legal entities) involved in the proposal. Please ensure that all participants are registered in EDCTPgrants before starting the online application. Applications to this call for proposals must be submitted by at least one legal entity. EDCTP funding may only be disbursed to legal entities established in the European Union, sub-Saharan Africa or countries associated with the EU Framework Programme for Research and Innovation (Horizon 2020).

4.1.1 Coordinator The Coordinator is the lead applicant and his/her organisation (legal entity) involved in the proposal. The Coordinator is responsible for:

• Submission of the proposal on behalf of all participants • Inclusion of all participants in the proposal via the ‘invitation’ procedure in EDCTPgrants

and for ensuring their confirmation of participation • Correspondence with EDCTP about the application • Administration and management of the project, if selected for funding.

2 Participant means any legal entity carrying out an action or part of an action under Horizon 2020 (Regulation (EU) No 1291/2013) having rights and

obligations with regard to EDCTP under the terms of the Horizon 2020 Rules for Participation. Upon signing the grant agreement with EDCTP, Participants

become Beneficiaries. Beneficiary is the legal entity that has signed the Grant Agreement (GA) with EDCTP.


The Coordinator must be registered in EDCTPgrants in order to access the application form. Please make sure that the personal details, education and training and career summary are correct and up to date in the home page as these fields are used to populate automatically the application form.

Personal details

These details will be taken from your registration profile to automatically populate the fields in the application form. Please make sure that the personal details are correct and up to date in the home page. If they are incorrect, please amend them in the home page.

4.1.2 Additional CV information Please provide the information requested in the subheadings:

• Career summary • Current Grants held • Previous activities (related to this proposal) • Publications (related to this proposa)

4.1.3 Legal status of organisation Please provide the details requested on the legal status of your organisation including the legal representative and the type of organisation.

4.1.4 Other Participants Please use the "Add participant" link to add a participant (“co-applicant”) to the proposal. EDCTPgrants will search for the participant in the system. If the participant is already registered with EDCTPgrants, an email will be sent to the participant informing of their addition to the application and asking them to confirm their participation. Once the participant has confirmed participation, he/she will have access to sections of the online form. If the participant is not already registered with EDCTP grants, please enter the email address of the participant. An email will be sent to the participant with a temporary log-in and password to allow the proposal to proceed. Please note the following important points:

• All participants must be registered with EDCTP grants in order to apply • All participants must complete their registration details to ensure that correct and up to

date information populates the application form • All participants must confirm their participation in a proposal by clicking the hyperlink in

the confirmation email. • The online application cannot be submitted in EDCTPgrants unless all of the participants

have confirmed. • The [email protected] email address should be added to your email contacts to

ensure receipt of emails from EDCTPgrants and to avoid the email ending up in your spam/junk folder. Alternatively, please check your spam/junk folder in case you do not receive the confirmation email.

To avoid last-minute problems close to the deadline for submission, the Coordinator must ensure that the participants are registered and have confirmed their participation in the proposal. If you have any questions or problems regarding the registration and addition of participants, please contact [email protected].

4.1.4.1 Additional CV information

Please provide the information requested in the subheadings: • Career summary • Current Grants held • Previous activities (related to this proposal)


• Publications (related to this proposa)

4.1.4.2 Legal status of organisation

Please provide the details requested on the legal status of your organisation including the legal representative and the type of organisation.

4.2 Workplan Please give a summary description of the overall structure of the proposed workplan, including information about the constituent work packages, and how they inter-relate. This should include:

• Brief description of the overall structure of the proposed workplan • A numbered list of the individual work packages, a brief summary of each workpackage

and details of the relationship between them • Indicate the timing of the different work packages and their components (A Gantt chart

or similar document may be uploaded)

Please note that subsequent sections of the form request full details of each work package and its deliverables and milestones. The number of work packages should reflect the scope and complexity of the project. Definitions:

Work package - major sub-division of the proposed project Deliverable - distinct output of the project, meaningful in terms of the project’s overall objectives, and constituted by a report, a document, a technical diagram, software or other output Milestones - control points in the project that help to chart progress. Milestones may correspond to the completion of a key deliverable, allowing the next phase of the work to begin. They may also be needed at intermediary points so that, if problems have arisen, corrective measures can be taken. A milestone may be a critical decision point in the project where, for example, the consortium must make a key decision concerning the next steps.

You may upload an attachment giving details of the timeline of the project (e.g. Gantt chart) in support of your application.

4.3 Work packages Please ensure you click “Add row” for each individual work package. The main page will pool the information from each added row into an overview summary table showing the work packages and the attributed milestones and deliverables.


4.3.1 Work packages For each individual workpackage, you should provide the following:

• Work package identifier (the number of the work package) • Work package title (eg. management, dissemination etc) • Main objectives of the work package • Details of the activities under each work package, including the roles and

responsibilities of the participants in the work package • List of the deliverables and milestones per work package

Please ensure that you provide sufficient detail about each work package and that you present the work packages according to the logical structure of the project and the stages in which it is to be carried out. Include brief details of the resources to be allocated to each work package, as well as a justification for the allocation. You should give enough detail in each work package to justify the proposed resources to be allocated. Please consider the inclusion of a distinct work package on ‘Management’ and to give due visibility in the workplan to ‘dissemination and exploitation’ and ‘communication activities’, either with distinct tasks or distinct work packages. Once you have completed this section click “next” to insert the attributed milestones.

4.3.2 Milestones Please insert the milestones attributed to the work package(s). Include a separate row for each milestone of the work package. The individual milestones within a work package should be numbered as per the numbering convention i.e. <WP number>.<number of milestone within WP>. For example - 3.2 would be the second milestone from work package 3

You can edit or delete a milestone at any time during the application process by clicking “edit” or “delete”.

4.3.3 Deliverables Please click on “Deliverables” from the left-hand menu to enter the ‘Deliverables’ page.


Please insert a deliverable attributed to the work package(s). Include a separate row for each deliverable of the work package. The individual deliverable within a work package should be numbered as per the numbering convention i.e. <WP number>.<number of deliverable within WP>. For example - 3.2 would be the second deliverable from work package 3 You can edit or delete a milestone at any time during the application process by clicking “edit” or “delete”.

4.4 Consortium and Risk Management

4.4.1 Management structure and procedures Please describe the organisational structure and the decision-making process giving an overview of day-to-day management of the work that will be conducted, including an organogram (if applicable) that sets out the framework for decision-making. Explain why the organisational structure and decision-making mechanisms are appropriate to the complexity and scale of the project

4.4.2 Organogram Please click on “Attach” to upload an organogram. Applications from consortia are advised to upload an organogram.

4.4.3 Consortium as a whole Describe the consortium and consider how the participants complement one another (and cover the value chain, where appropriate). Describe how each participant contributes to the project and how will they be able to work together effectively. Where applicable, describe the involvement of other stakeholders (e.g. governmental, industrial, commercial) in the project and explain how their involvement will contribute to the successful implementation and to the impact of the project.Critical risks for implementation Describe any critical risks to the implementation of the project, indicating the workpackage(s) involved and outline the proposed risk-mitigation measures. Please click on “Add Critical risks” and a pop-up will appear for you to insert the information as below:


4.5 Participant Budget

4.5.1 Annual Budget The funding level is 100% of direct costs (+25% for overheads). Note that the total requested EDCTP contribution for the entire project including 25% overheads may not exceed €500,000. The budget form requests summary information on the following:

• Actual personnel costs • Personnel costs based on unit costs • Travel costs • Equipment costs • Other goods and services (e.g. study costs, consumables, stationery, certificates on the

financial statements where the total requested budget per participant exceeds €325,000)

• Subcontracting More information about the budget categories can be found by clicking the question icon. Please note that a more detailed budget will be required for the grant contract, if selected for funding. Please complete the budget page per participant per year. Please note that the budget form will automatically generate the number of “year” fields depending on the duration of the project inserted under the “Summary Information” heading. For example, if your project duration is 24 months you will be prompted to complete two cost boxes per budget category (see below):

Please include the name of the participant inserting the budget information as well as the orgnisation the budget request is for. The total requested amounts per year will be reflected under the “Totals” heading and made visible only to the Coordinator.

4.5.2 Budget Justification Please provide a justification for the overall project budget requested. The narrative budget justification should cover each participant in the project, taking into consideration their contribution and role. The justification should explain the allocation of resources per budget category. The narrative should cover the following per participant:

• Personnel costs (eg. salaries per participant, taking into consideration their contribution and role in project)


• Costs of other goods and services (study costs, consumable and supplies, dissemination (including open access), protection of results, certificates on the financial statements (if total requested budget per participant exceeds €325,000)

• Travel costs and related subsistence allowances • Equipment • Direct costs of subcontracting

Please also provide details of any funding (cash and in-kind) from other sources that will be used to support this project, explaining the relationship between this funding and the request to EDCTP.

5 Supporting Information and Related Applications

5.1 Is this or a related application currently being submitted elsewhere?

If yes, you will be prompted to answer the following questions: o If yes, to which organisation? o By what date is a decision expected?

5.2 Has this, or a similar, application been submitted to EDCTP in the past two years?

If yes, you will be prompted to answer the following questions: o In which year was the original application submitted? o Please provide the EDCTP reference number o What was the application outcome? o Justification:

! If the previous application was successful, please explain the relationship between the current application and the one that was funded. Please confirm that there is no overlap between the current application and the project that was funded.

! If the previous application was unsuccessful, please provide a justification for the resubmission by stating how the current application differs from the original one.

Please note that the proposals that have been submitted to another EDCTP call for proposals in the preceding six months are ineligible and will not be processed.

6 Environmental and social impacts Please ensure you give a yes or no response to the questions pertaining to environmental and social impacts related to your proposal. If you answer “yes” to any of the questions please use the text box at the bottom of the page to provide an explanation on how you will address these issues, ensuring compliance with the national legal, ethical and regulatory requirements and ensuring adequate human subjects protection. Prior to any award being made by EDCTP, there will be a formal evaluation of ethical issues.

7 Declaration You must complete the declaration prior to submission of the application. Please note that it will not be possible to submit the application via EDCTPgrants unless all of the boxes have been checked. You have now completed all sections of the online application.


8 Validation and submission process Before you submit your application, please check the content using EDCTPgrants validation checks:

• The Attachment Summary lists the files uploaded in support of your application, where applicable

• The Validate section checks whether all of the required fields have been completed and that the required files have been uploaded.

Click the ‘Validate summary’ section on the navigation menu on the left to generate a report showing any missing/incomplete information. Click on each highlighted link to return to the section that requires completion prior to submission. When you have successfully completed the validation check, the message below will be displayed.

Click ‘Save and Close’ and prepare to submit the application. You are now redirected to the Application Details page. This page gives you a summary of your application and provides different functions depending on how you would like to proceed with the application.


To submit the application, click ‘Submit’ and confirm that you are ready to submit by clicking ‘Yes’ on the dialog box that appears. When you have successfully submitted your application, a confirmation email acknowledging receipt of the application will be sent to you and the Director of your Home Organisation from EDCTPgrants. The confirmation email states your application reference number, which you must quote in all correspondence with EDCTP. Please note that a temporary, pre-submission reference number is allocated to your application during the drafting stage. This number is replaced by the EDCTPgrants application reference number upon submission.

9 Nomination and Exclusion of Reviewers The Project Coordinator will be requested to complete this confidential section on the nomination or exclusion of expert reviewers. EDCTP reserves the right not to use or exclude the suggested experts. This information will not be shared and is for internal use only.


Contact information For questions about EDCTPgrants please contact EDCTP via email: [email protected] or by telephone: +31 (0) 70 344 08 80. For queries related to the funding scheme, please contact:

• Ms Hager Bassyouni at [email protected]

Personal data protection EDCTP is registered under the “Wet bescherming persoonsgegevens (Dutch Law on protection of personal data)” and complies with the provisions of this Act (dated 6 July 2000), which is based on Directive nr. 95/46/EG (PbEG L 281) and the General Data Protection Regulation dated 25 January 2012 (Com 2012 11 final; 2012/0011 COD). Your grant application submission will involve the recording and processing of personal data. These data will be held securely, processed lawfully and retained for no longer than necessary by EDCTP. These data may be used to compile lists of award holders, which will be made publicly available. Applicants may enquire or make a complaint about the processing of their personal data to the EDCTP Data Protection Supervisor or the European Data Protection Supervisor.

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